APPLICATION USER GUIDE - Web Design, Web Hosting & Online .

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APPLICATION USER GUIDEApplication:Version:Description:Online Fax1.0Online Fax allows you to send and receive faxes in emailformat, access your faxes from a mobile device or an emailclient. With Internet access, Online Fax allows you to sendfaxes without using a fax machine or a second phone line.

Page 2 of 23Online Fax User Guide 1.0Summary Contents1WELCOME TO ONLINE FAX . 31.1UNDERSTANDING ONLINE FAX NAVIGATION . 51.1.1Navigating the Main Menu . 51.1.2Navigating the Secondary Menu . 61.2MANAGING YOUR ONLINE FAX SETTINGS . 61.2.1Contact Details . 61.2.2Cover Page. 71.2.3Preferences . 81.2.4Password . 81.2.5Additional Accounts. 91.2.6Blocked Numbers . 101.3MANAGING THE FAX INBOX . 111.3.1Fax Notification . 121.3.2Encrypted Fax . 131.3.3Management Options . 131.4SENDING FAXES . 171.5MONITORING THE OUTBOX . 181.6ARCHIVING SENT AND RECEIVED FAXES . 191.7MANAGING CONTACTS . 201.7.1Fax Contacts . 201.7.2Contact Import . 211.8USAGE OF ONLINE FAX ACCOUNT . 211.9EMAIL TO FAX. 22Online Fax User Guide 1.0Page 2 of 23

Page 3 of 231Online Fax User Guide 1.0Welcome to Online FaxOnline Fax allows you to send and receive faxes online and in email format, access your faxes through afax portal or email on a mobile device or desktop computer. With Internet access, Online Fax allows youto send faxes without using a fax machine or a second phone line.With Online Fax, you can send and receive faxes, view queued/archived faxes, add contacts from thefollowing North American locations: Toll Free Numbers – Standard (Non Data-encrypted)U.S. and Canada; Puerto Rico and the Virgin Islands are excluded. Toll Free – Data-encryptedU. S. and Canada as well as Puerto Rico and Virgin Islands. US Local Numbers – Standard and Data-encryptedU.S. and Canada; Puerto Rico and the Virgin Islands are excluded.An alternative Online Fax offering is the data-encrypted service/version. Using data-encryption allows youto limit the movement of your fax transmission – all faxes are stored encrypted and can only be viewedonline, through an SSL browser enabled connection. For more information on using data-encryption,please see the Encrypted Fax section.Note: For those in the Health care and related industries, the data-encrypted version meets additionaltechnical, operational and administrative requirements, which support the Health Insurance Portabilityand Accountability Act (HIPAA).Note: Once an Online Fax account has been setup, modifications to the primary email address are notpermitted. Please ensure that the account information is correct. To change the primary email or updatean Online Fax plan, contact Customer Service or Sales.TO LOGIN TO ONLINE FAX:1. Navigate to your Online Fax Login page.2. Enter your Fax Number.Online Fax User Guide 1.0Page 3 of 23

Page 4 of 23Online Fax User Guide 1.03. Enter your Online Fax Password.4. Click Log in.Online Fax User Guide 1.0Page 4 of 23

Page 5 of 23Online Fax User Guide 1.01.1 Understanding Online Fax NavigationOnline Fax provides a main menu, which allows you to view sent and received faxes, send a fax, andmanage contacts. Online Fax also provides a secondary menu, which allows you to configure fax settings,open the online help, navigate to the home page or log out of the system.1.1.1Navigating the Main MenuWhen you log in to Online Fax, the main menu is listed with details regarding each option. Once youselect an option, the main menu moves to the top-right corner of the page. The following options areavailable: Inbox, Send Fax, Outbox, Archive, Contacts. Please see the table below for more detailsregarding each menu option.Main MenuDescriptionInboxThe Inbox page allows you to manage received faxes. Each fax isstored in the Inbox, where you can view, download as a PDF orTIFF, move to an archive, or delete.Send FaxThe Send Fax page opens a screen that allows you to create andsend faxes online.OutboxThe Outbox page allows you to view the queue of all outboundfaxes.ArchiveThe Archive page displays faxes that have been archived on oursystem. These faxes are held for a period of one year.ContactsThe Contacts page allows you to create, manage and store faxand email contacts.Online Fax User Guide 1.0Page 5 of 23

Page 6 of 231.1.2Online Fax User Guide 1.0Navigating the Secondary MenuThe Secondary Menu is located in the top left corner of the Administration Panel of Online Fax andconsists of the following links: Home, Getting Started, Help and Feedback.Secondary MenuHomeGetting StartedHelpDescriptionThe “Home” link directs you to your InboxThe “Getting Started” link directs you to the “Getting Startedwith Online Fax” screen.The “Help” link will guide you through managing fax to email.SettingsThe “Settings” link allows you to update your accountinformation: company details, your personal signature.LogoutThe “Logout” link will log you out of the current session ofOnline Fax.1.2 Managing your Online Fax SettingsThe Settings page allows you to update your account information: company details and your personalsignature as well as your preferences in terms of your cover letter template and attachment format.1.2.1Contact DetailsIn this section you can edit your contact details that will appear on your cover letter of your fax. The fieldsthat you can edit are: Your name, Company, Location and Phone number.Online Fax User Guide 1.0Page 6 of 23

Page 7 of 23Online Fax User Guide 1.0TO MODIFY CONTACT DETAILS:1. Enter your data in the text fields provided.2. Click Apply to save changes.3. Click Cancel to dismiss the changes made.Note: Entering your name is mandatory. Also please note that you will not be able to edit your emailaddress and fax number.1.2.2Cover PageIn this section you can chose a cover page template.TO SELECT A COVER PAGE:1. Click onto zoom in on a chosen template.2. Click on the chosen template. As soon as you click on a template it will be displayed with a checkmark.3. Click Apply.Online Fax User Guide 1.0Page 7 of 23

Page 8 of 231.2.3Online Fax User Guide 1.0PreferencesIn this section you can choose the format of the fax attachment, as well as the language in which youwould like to use the application.TO MODIFY FAX PREFERENCES:1. Select the preferred language from the drop-down.2. Choose the attachment format you wish by clicking on the radio button.(PDF or TIFF).3. To have the deleted faxes, which have exceeded their storage period sent to your email, checkthe Email me a copy of all automatically deleted faxes that have exceeded their storageperiod check box.4. To use a cover page when sending faxes from your email account, check the Use a cover pagefor faxes sent from my email account check box.5. Click Apply to save the changes made.6. Click Cancel to dismiss the changes.1.2.4PasswordIn this section you can change your current password.Online Fax User Guide 1.0Page 8 of 23

Page 9 of 23Online Fax User Guide 1.0TO CHANGE YOUR PASSWORD:1.2.3.4.5.Enter your current password in the Current password field.Enter a new password in the New Password fieldEnter your new password again into the Confirm password field.Click Apply to save the changes madeClick Cancel to dismiss the changes made.Note: Your password must be between 5-10 characters.1.2.5Additional AccountsIn this section you can add up to 5 additional accounts.TO ADD A NEW ACCOUNT:1. Click Click to add an additional account.The “Additional accounts details” box on the right will become active.2. Enter an email address in the box provided.Note: Email address is mandatory.3. Check off one or both of the functionality that you want to add to your email address: “Receivefaxes in my email account” or “Send faxes from my email account”.Note: You must choose at least one of the options.4. Click Add.5. Click Cancel to dismiss all the changes made.TO VIEW AN EXISTING ACCOUNT:1. Click onto view the details of the account.2. The “Additional accounts details” section on the right will become active and it will display thedetails of the chosen account.Online Fax User Guide 1.0Page 9 of 23

Page 10 of 23Online Fax User Guide 1.0TO DELETE AN ACCOUNT:1. Click onto delete an account.A pop-up will ask you to confirm the deletion of the chosen account.2. Click Yes to confirm the deletion.3. Click No to cancel the deletion.1.2.6Blocked NumbersIn this section you may block fax number(s).TO SEARCH FOR A BLOCKED FAX NUMBER:1. Enter a fax number in the Fax number field.Note: The proper fax number format includes only numbers and dashes. The area code must beincluded.2. Click Search. The results will be displayed within the same page.Note: This search will only display blocked fax numbers.Online Fax User Guide 1.0Page 10 of 23

Page 11 of 23Online Fax User Guide 1.0TO BLOCK A FAX NUMBER:1. Enter a fax number in the “Fax number” field. Please note that the proper fax number formatincludes only numbers and dashes. The area code must be included.2. Click “Block” in order to block the fax number entered.TO DELETE A BLOCKED FAX NUMBER:3. Enter a fax number in the Fax number field. Please note that the proper fax number formatincludes only numbers and dashes. The area code must be included.4. Click Search. The results will be displayed within the same page.Note: This search will only display blocked fax numbers.5. Click on theicon besides each number in order to delete the number.6. Click Yes to confirm the deletion or click No to cancel the deletion.1.3 Managing the Fax InboxThe Inbox allows you to manage all received faxes. Faxes are stored in the InboxThe Inbox displays the following information each fax that you have received: Fax Number Company name Pages Date Received Management Utilities (icons)Online Fax User Guide 1.0Page 11 of 23

Page 12 of 231.3.1Online Fax User Guide 1.0Fax NotificationWhen faxes are received, they are delivered to your Inbox and you will also be notified through email. Theemail details the date and time of receipt, the number from which the fax was sent, the number of pagesincluded in the fax, as well as a PDF fax attachment.If you are using a data-encrypted fax service, your email notification will contain all of the details aboutyour fax; however, it will not contain the attachment. All secured faxes must be viewed through the OnlineFax portal.TO VIEW YOUR SECURED FAX:1. Open your “Fax Receipt Success” email.2. Click on the Fax link.3. Log-in to your Online Fax portal.Your fax will open.Online Fax User Guide 1.0Page 12 of 23

Page 13 of 231.3.2Online Fax User Guide 1.0Encrypted FaxIf you have a data-encrypted fax service, your fax content is encrypted while storedon our servers. All encrypted faxes are viewed over a secure connection; therefore,when you receive a fax, you will be notified by email and provided a link, you will berequired to log into your account to view your fax. When using data-encryption, faxescannot be sent or received through email as an attachment.Note: For those in the Health care and related industries, the HIPAA compliant version meets additionaltechnical, operational and administrative requirements, which support the Health Insurance Portabilityand Accountability Act (HIPAA).If you are using a data-encrypted fax service, the secured lock is displayed in the portal. Securing yourdata ensures that when you are not actively sending or receiving faxes, your data is encrypted andsecure.Note: If your faxes are secured, they cannot be forwarded via email. Notice the image below contains theSecured Data icon; however, the email icon is not available.1.3.3Management OptionsManagement options are a series of icons, which provide the ability to store or send your fax contents.The table below provides a brief description for each icon and a link to the step-by-step instructions.UtilityPreviewDescriptionSee a thumbnail preview of your faxViewView a full-size version of your faxRotate FaxRotate your fax to adjust the viewEmail fax documentSend a received fax as an email attachmentDownload PDFDownload your fax as a PDF documentDownload TIFFDownload your fax as a TIFF documentMove to ArchiveMove the fax to your archive folderDeletePermanently delete the selected faxOnline Fax User Guide 1.0Page 13 of 23

Page 14 of 23Online Fax User Guide 1.0TO PREVIEW THE FAX: Click the View Fax icon.TO VIEW A FAX: Click the View Fax icon.The fax thumbnail is displayed.TO ROTATE THE FAX: Click the Rotate Fax icon.The fax image will rotate 90 clockwise.TO EMAIL A FAX AS AN ATTACHMENT:1. Click the Email fax document icon.The Forward fax via email screen opens.Note: Secured fax transmissions cannot be forwarded via email.2. Enter the email address in the Email Recipients field.Note: Multiple entries must be separated by commas.Online Fax User Guide 1.0Page 14 of 23

Page 15 of 23Online Fax User Guide 1.0Alternatively, click the Select contact(s) link to add a contact from the list of existing contacts3. Enter the message description in the Email message field.4. Click Send.TO DOWNLOAD FAX AS A PDF:1. Click the Download PDF icon.All the fax contents will be converted into a PDF document in a detached window.2. Click the Save icon.Online Fax User Guide 1.0Page 15 of 23

Page 16 of 23Online Fax User Guide 1.0TO DOWNLOAD FAX AS A TIFF: Click the Download PDF icon.All the fax contents will be converted into a TIFF document.TO MOVE A FAX TO THE ARCHIVE:1. Click the Move to Archive icon.2. On the Confirmation dialog, click Yes.TO DELETE A FAX:1. Click the Delete icon.2. On the Confirmation dialog, click Yes.Note: Faxes that have been deleted are permanently removed from the system and cannot berestored.Online Fax User Guide 1.0Page 16 of 23

Page 17 of 23Online Fax User Guide 1.01.4 Sending FaxesThe Send Fax section allows you to create and send files on your computer as faxes; you can also sendfaxes to multiple recipients simultaneously. Once sent, a fax will be queued in the Outbox for delivery.When sending a fax, you have the option to include a cover page, include recipients from your contact list,and add multiple attachments.TO SEND A FAX:1. Enter the fax number in the Destination Fax numbers text box.Alternatively, enter multiple fax numbers by: Manually enter multiple numbers.Note: Separate multiple fax numbers with a semi-colon. Click Add from contacts to select numbers from your saved contacts.Note: A dialog opens, where you can select the fax numbers that you want to add.Online Fax User Guide 1.0Page 17 of 23

Page 18 of 23Online Fax User Guide 1.02. Too attach files to your fax, click Browse in the File(s) to Fax.You may attach up to three files.3. To add a cover page, select the Yes radio button and complete the following: Select the cover page Language from the drop-down. Enter the following information: " Person" - (to whom will you address this fax) Enter the Company Information - (company name) - (location) (phone number, - (subjectline - Regarding), and - (comments). If you wish to change the cover page template click the Change cover page link.A new window will open where you will be able to choose a new template.4. Click Send.Your fax will be placed in the Outbox with status message indicating success /failure of delivery.Note: An attached file cannot exceed 10 MB in size. You can attach up to 3 files.1.5 Monitoring the OutboxThe Outbox contains faxes that have been queued for sending. A maximum of twenty faxes are queuedat any given time (each fax number in a fax with multiple recipients is counted as a separate fax in thequeue). The speed at which the faxes are sent and the queue cleared depends on the complexity of theimages being faxed, the length (number of pages) of each fax, and the fax transmission speed with thereceiving fax machine.Online Fax User Guide 1.0Page 18 of 23

Page 19 of 23Online Fax User Guide 1.0Online Fax will make 5 attempts to send your fax to each recipient. Once a fax has been successfullysent, the fax will be automatically moved from Outbox to your Archive folder; you will also receive anotification by email that the fax was sent successfully.1.6 Archiving Sent and Received FaxesThe Online Fax Archive provides storage capability for both sent and received fax transmissions. All faxesthat have been successfully sent are automatically moved into Archive. However, if you wish to storereceived faxes in your archives, you must select the Move to Archive option from the Inbox. For moredetails on how to move items from the Inbox, see the “To Move a Fax to the Archive:” section.The Archive page is separated into two sections: the Archive Search section provides a search providessearch parameters, which allows you to narrow or broaden your search criteria as needed. The ArchiveResults section displays a list of fax transmissions and is based on the search criteria entered. Pleasenote that the default list is “All Items”. Within the Archive Results section, you can use the same FaxManagement Tools that are available in the Inbox. For more information regarding the fax managementoptions, please see the “Management Options” section.TO SEARCH FOR A FAX:1. Enter any of the following search criteria: Key

Page 6 of 23 Online Fax User Guide 1.0 Online Fax User Guide 1.0 Page 6 of 23 1.1.2 Navigating the Secondary Menu The Secondary Menu is located in the top left corner of the Administration Panel of Online Fax and consists of the following links: Home, Getting Started, Help and Feedback. Secondary Menu Description

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